Responsibility and Enforcement
It is the coach’s responsibility to comply with the Travel Procedures for Athletics. The Athletics Director will be responsible for accurately reviewing travel documents for compliance to policy and procedures.
Propriety should be exercised when incurring travel expenses. Expenses incurred while in official business travel status will be reimbursed only if the expenses are properly authorized, reasonable, and documented. Expenses incurred by a traveler that do not comply with procedures are the responsibility of the traveler. Coaches and staff are expected to be fiscally responsible at all times during travel.
Spend Authorizations for Athletics Team Travel
A Spend Authorization must be completed prior to travel in order for the travel to be approved and authorized, availability for insurance coverage, and/or for Pre-loaded Travel Cards.
An Athletics Team Pre-Travel Form must be completed and attached to the Spend Authorization. This form provides required information such as a pre-trip team itinerary, list of travelers, coaches’ contact information, and other information regarding mode of transportation, pre-loaded travel cards, lodging, team meals and per diem rates for athletes and staff.